DEPARTMENT SECRETARY (TR/PRN)

The Department Secretary is essential in ensuring the smooth and efficient operation of the department. This position involves performing a variety of clerical and administrative tasks, including patient appointment scheduling, record maintenance, and support for department leadership. The ideal candidate will have strong organizational skills, excellent communication abilities, and a commitment to providing exceptional service.

Essential Duties

• Perform general clerical tasks, including typing, filing, and photocopying.
• Prepare and edit correspondence, reports, and other documents as needed.
• Monitor and maintain office supply inventory levels.
• Order supplies as necessary and ensure timely delivery and organization.
• Answer and direct incoming phone calls in a professional manner.
• Take messages and relay information to appropriate personnel.
• Sort and distribute incoming mail and prepare outgoing mail for delivery.
• Maintain records of correspondence as needed.
• Maintain accurate and organized records and filing systems for easy retrieval.
• Ensure confidentiality and security of sensitive information.
• Assist in maintaining department schedules and calendars.
• Coordinate meetings, appointments, and events for department staff and leadership.
• Provide administrative support to department staff and leadership as needed.
• Assist in the preparation of presentations, reports, and other documents.
• Input and update data in various databases and spreadsheets.
• Ensure accuracy and completeness of data entries.
• Schedule patient appointments efficiently and accurately.
• Register patients upon arrival, ensuring all necessary information is collected.
• Collect patient payments at the time of service and manage transactions accurately.
• Provide patients with receipts and assist with payment-related inquiries.
• Verify patient insurance information prior to appointments.
• Ensure necessary documentation is collected and maintained for billing purposes.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment to You:

Riverside Healthcare offers a comprehensive suite of Total Rewards: benefits and nationally rated employee well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so your journey at and away from work is remarkable.  Our Total Rewards package includes:

Compensation

• Base compensation within the position’s pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift differential, on-call
• Opportunity for annual increases based on performance

Benefits - .5 to 1.0 FTE

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Health Savings and Flexible Spending Accounts for eligible health care and dependent care expenses
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

Benefits - .001 to .49 FTE:

• Paid Leave Hours accrued as you work

Preferred Experience

• Proven experience in an administrative or clerical role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle multiple tasks and prioritize effectively.
• Familiarity with office equipment (printers, copiers, fax machines).

Required Licensure/Education

• High school diploma or equivalent; 

Preferred Education

• Associates degree or relevant certification preferred.

Employee Health Requirements

Exposure/Sensory Requirements:

Exposure to:

• Chemicals: Refer to MSDS Sheets
• Video Display Terminals: Extreme
• Blood and Body Fluids: Minimal potential due to very restricted direct patient contact.
• TB or Airborne Pathogens: Minimal potential due to very restricted direct patient contact.

Sensory requirements (speech, vision, smell, hearing, touch):

• Speech: Required to communicate with physicians, patients, staff and hospitals.
• Vision: Needed to see MIS display, graphic lines for documentation, read printouts of reports, names on charts and forms.
• Smell: Needed for electrical/fire safety, detect presence of ETOH on patients and visitors.
• Hearing: Needed for telephone communication, hear intercom system from patient rooms and front door.
• Touch: Required to manipulate and operate office equipment and tools.

Activity/Lifting Requirements:

Percentage of time during the normal workday the employee is required to:

• Sit: 68%
• Twist: 10%
• Stand: 20%
• Crawl: 0%
• Walk: 10%
• Kneel: 2%
• Lift: 5%
• Drive: 2%
• Squat: 5%
• Climb: 1%
• Bend: 5%
• Reach above shoulders: 2%

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Frequently
• Up to 20 lbs: Occasionally
• Up to 35 lbs: Occasionally
• Up to 50 lbs: Not Required
• Up to 75 lbs: Not Required
• Up to 100 lbs: Not Required
• Over 100 lbs: Not Required

Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.):

Carry records from place to place, waist high approx 10-15'. Lift supplies from floor to cabinets, about 3-4'. Lift/carry supplies from utility rooms to counter and office. Carry stacks of chairs waist high approx 5-15'. In an emergency, could be required to carry a fire extinguisher down/up 3 flights of stairs and several hundred yards.

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 120
• Twist: 10
• Stand:30
• Crawl: 0
• Walk: 10
• Kneel: 5
• Lift: 2
• Drive: 0
• Squat: 5
• Climb: 1
• Bend: 15
• Reach above shoulders: 2
• Repetitive use of hands (Frequency indicated): Simple grasp up to 10 lbs. Normal weight: 5- 10#occasionally
• Pushing &pulling Normal weight: 5-100#
• Fine Manipulation: Writing and computer keyboard.
• Repetitive use of foot or feet in operating machine control: None

Environmental Factors & Special Hazards:

• Environmental Factors (Time Spent):
• Inside hours: 8
• Outside hours : 0
• Temperature: Normal Range
• Lighting: Average
• Noise levels: Average
• Humidity: Normal range
• Atmosphere:
• Special Hazards: Mechanical-VDT display and numerous outlets.
• Protective Clothing Required: None.